8-Month Temporaries (Appointment Code Combo - NRM) are employees who are appointed to a Non-Classified position and cannot work more than 1385 hours during any (12) month period, for any one agency. (For more information, visit the IDHR website.)  Because of the restrictions on these employees, the system has edits to accommodate them.

Note:  Department of Lands has blanket approval from the Division of Human Resources to extend the 1385 hour limit for temporary employees of their agency who are required to perform fire suppression activities.  Department of Lands will submit an IPOPS Personnel Remarks form to reduce a temporary employee's hours, only if the employee has exceeded the 1385 hours because of fire suppression duties, and the Department of Lands is processing a personnel action for the employee.   

When an 8-month temp employee is hired, that hire date is known as the 8-month temp date.  Keep in mind that the title of 8-month temp does not mean that the employee can only work 8 months. These employees are called 8-month temps because 8 months of full time work would be very close to the 1385 hour limit. So an 8-month temporary employee, that works full time for 8 months would be close to their maximum of 1385 hours.  On the other hand, an employee that works part time, could end up working 19 hours a week and work the full 12 months (starting from their 8-month start date) and not reach the 1385 limit.

During payroll processing, the system will check an employee’s 8-month temp date (whether the employee is being paid or not) to see if the month and the day fall within the current pay period being processed.  If the 8-month temp date does fall within the pay period being processed, the year on the 8-month temp date will be updated to the current year and the 8-month credited state service hours (CSS) will be set to zero. 

Note:  If the 8 month temp date falls on a leap year, the year will not be updated. The agency will need to submit a personnel remark requesting the date be changed to 03/01/xx and to reset the 8 month temp hours. 

Two reports are created for 8-month temp employees and can be found in online reporting after final payroll has run:   

1.  8-Month Temporary Employees Update (A-444985), shows the updated CSS hours and temp date for employees that reached the anniversary of their 8 month temp date in the pay period processed.  

2.  8-Month Temporary Employees Nearing 1385 Hours (B-444985), shows the balances and temp dates for employees that are near 1385 CSS hours (over 1200 8-month CSS hours) but have not yet met the anniversary of their 8-month temp date.  

An employee's 8-month temp date and 8-month temp hours will be replaced with zeroes only if the employee changes to a position with a jurisdiction type of 'C' classified. This means that when an employee switches from an 8-month temporary employee to a classified employee, their anniversary date and 8-month CSS hours will be zeroed out. If an employee goes from 'C' classified back to an 8-month temporary position, the employee will receive a new 8-month temp date.

The 'ILV' inquiry screen will show the 8-month temp date and 8-month CSS hours, as of the dates shown on the screen. This is very helpful in quickly determining the employee's 8-month temp date and the number of 8-month CSS hours earned. Remember that the 8-month temp CSS hours are only hours worked. For example, sick leave, vacation leave, comp time taken, and RHH taken will not be included in the 1385 total.

When a personnel change is processed through maintenance for an 8-month temp employee, the system will check their 8-month temp date and 8-month CSS hours. If the 8-month temp date is greater than one year from the date the personnel change processed, the system will update the year only (on the 8-month temp date) to the current year.  When the year is updated, the 8-month CSS hours will be also reset to zero.

If the 8-month CSS hours are greater than 1385, the personnel change will be rejected.

EXAMPLES:

1.         Employee termed with an 8-month temp date of 10-30-97

·         Employee rehired 07-01-99

·         8-month temp date will be updated to 10-30-98 when rehire is processed through master-file maintenance.

2.         Employee termed with an 8-month temp date of 05-15-98

·         Employee rehired 07-28-99

·         8-month temp date will be updated to 05-15-99 when rehire is processed through master-file maintenance.

3.         Employee is termed with an 8-month temp date of 06-30-98, with 8-month temp hours of 1420

·         Employee rehired 06-30-99

·         Rehire will reject in maintenance, the employee 8-month temp hours are greater than 1385 and rehire date is not greater than one year.  If in the same situation the employee hours are less than 1385, the rehire will post but the date will not be updated during maintenance.

4.         Employee is termed with an 8-month temp date of 07-01-98 with 8-month temp hours of 1385

·         Employee is rehired 07-31-99

·         Rehire will process, the hours must be greater than 1385 to reject.

5.         Employee is active with an 8-month temp date of 08-01-97

·         An IPOPS Personnel Change transaction is being processed  (Example:  with a change reason of MW)

·         Effective Date of 07-01-99.

·         8-month temp date will be updated to 08-01-98

6.         Employee is hired as an 8-month temp (NRM) effective 07-28-99

·         The 8-month temp date is set to 07-28-99 and the hours are set to zero.

7.         Employee is active with an 8-month temp date of 08-10-98

·         Payroll #17 processes 07-25-99 through 08-7-99

·         Employee's 8-month temp date will be updated to 08-10-99 immediately after this payroll has been processed through maintenance.  It does not matter if the employee is paid or not on this payroll.